Certification Coordinator – OMWBD

Certification Coordinator – OMWBD

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Certification Coordinator – OMWBD

Salary

$39,145.00 Annually

Location

City County Building, IN

Job Type

Full Time

Job Number

08649

Department

Department of Minority and Women Business Development

Opening Date

09/25/2024

Closing Date

10/16/2024 11:59 PM Eastern

Description

Benefits

Position Summary

The purpose and mission of the Office of Minority and Women Business Development (OMWBD) is committed to serving businesses owned by minorities, women, veterans, and people with ADA disabilities. The agency provides certification to businesses for the City of Indianapolis and Marion County. The agency helps company’s access contract opportunities from the city, county, municipal, and privately funded projects in Central Indiana by cultivating a productive, collaborative, and compliant work environment in order for the workforce to meet the needs of the citizens of Indianapolis and Marion County.

This position is the receptionist for the agency and is also responsible for the intake and processing of all certifications, documents, payables, and any other certification related paperwork. Incumbent in this position will update all computer systems and files in the file room for all past and previous vendors. Upon approval of certifications the incumbent will update all systems and paper files and notify the vendor. This position is also responsible for payroll and office management. Incumbent is the sole authorized user of the purchasing credit card for all agencies. Position will assist the director as needed. Position utilizes limited judgment in decision making as position follows established guidelines and standard operating procedures. Position reports to the Sr Manager.

All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

Meet and greet customers, vendors, contractors, and team-members in a professional and approachable manner

Receive and process WBE/MBE/VBE applications when they arrive by mail or email

Process recertifications of approved contractors

Intake of the statement of change or no change and classification changes

Upon approval of certifications review the file and check for errors

Enter approved certifications information into various systems including Peoplesoft

Scan certification letter into file and add vendor to online file

Send out email informing vendor of their certification status and include OMWBD seals for their use as approved

Remind team-members to input their time in the time-keeping system

Verify hours logged are accurate and correct timecodes are entered

Send time-keeping information to the sr. manager for approval

Upon approval by sr. manager submit information to payroll

Maintain all accounts payable and receivable for the OMWBD agency

Submit and pay bills in a timely manner

Review the budget to ensure monies are available

Manage all requisitions and purchase orders, professional service contracts, staff parking management, and telecommunication management

Respond to all incoming agency emails or direct the email to the appropriate person or agency

Assist with event planning, social media posts, and communications to vendors

Communicate with outside agencies to request or exchange public records for XBE, or potential XBE

Backup for communications coordinator

Responsible for proper record destruction per records retention guidelines

Attend community events as needed and required

Must maintain confidentiality at all times

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time

Qualifications

High School diploma or equivalent with two (2) years of related experience in a coordinator role. Ability to develop, manage and maintain internal and external relationships with XBE’s and prime contractors. Ability to respond to inquiries from city, county, external personnel, regulatory agencies, or members of the business community. Knowledge of PeopleSoft a plus. Must be able to communicate effectively in oral, and written formats. Must have and maintain a valid driver’s license. Attention to detail is a priority. Creativity is a plus for event planning when needed. Knowledge of Microsoft office is a must. Requires wonderful customer service skills and ability to promote teamwork and build effective relationships.

Preferred Job Requirements and Qualifications

Associates degree in Business Management, Office Management, or equivalent with one (1) year of related experience in an office setting. Ability to develop, manage and maintain internal and external relationships with XBE’s and prime contractors. Ability to respond to inquiries from city, county, external personnel, regulatory agencies, or members of the business community. Knowledge of PeopleSoft a plus. Must be able to communicate effectively in oral, and written formats. Must have and maintain a valid driver’s license. Attention to detail is a priority. Creativity is a plus for event planning when needed. Knowledge of Microsoft office is a must. Requires wonderful customer service skills and ability to promote teamwork and build effective relationships.